CERL Security Network 2017 Summerschool KB The Hague, 6-8 September 2017

1. CERL Security Network2017 SummerschoolKB The Hague, 6-8 September 2017 Collection Security Survey: How itwasused in KB Brussels Jacqueline Lambert Head of the Prevention and Protection Department jacqueline.lambert@kbr.be

2. Collection Security Survey:How itwasused in KB Brussels Topics • Making the most of 2013 survey results: method overview • Quick audit of our situation in order to meet essential needs of security • Guidelines before acting based on audit results • Critical mind • Relative importance & prioritization of topics / issues to tackle • Particular context relating to the institution Improvements in terms of risk management relative to theft & vandalism: quick overview Transition from theory to practice: the failures, successes, difficulties and surprises • Aim pursued by developing this point • From an almost confidential use to an open use • Positioning of actors & rooting of the procedures • Advantages of the link with well-being policy (WBP) • Compulsory character • External supports & Counter-powers • Coherence and mutual enrichment for the management of the different risks The near future Questions / answers

3. Collection Security Survey:How it was used in KB Brussels Making the most of 2013 survey results: method overview Quick audit of our situation in order to meet essential needs of security • For each of the questions: • transcribe the results in percentage (x% yes, y % no and z % in part), in its corresponding table • Then, highlight the column corresponding to the answer given by your institution with the following colour code: yes= green, no = red and in part = orange • Use figures as an aid for prioritization

4. Making the most of 2013 survey results: method overview Collection Security Survey:How it was used in KB Brussels Guidelines before acting based on audit results Critical mind Are the « yes » real ones ? What are the reasons of the incompletion of the « in part » ? Are we moving in the right direction ? Is this sustainable ? « Failure is the foundation of success, and the means by which it is achieved»Lao-Tseu What about: Reassessment ability ? Accepting errors and failures ? Recognition of omissions and problems ? « Success consists of going from failure to failure without loss of enthusiasm “ Winston Churchill Be inspired by • «  If you are not prepared to be wrong, you’ll never come up with anything original»  Ken Robinson • «  It’s fine to celebrate success but it's more important to heed the lessons of failure»  Bill Gates Be free from NO DANGER, EVERYTHING ALL RIGHT, EVERYTHING ALL RIGHT ....! Boost the creativity & the reactivity

5. Making the most of 2013 survey results: method overview Collection Security Survey:How it was used in KB Brussels Guidelines before acting based on audit results Relative importance & prioritization of topics / issues to tackle • The higher the percentage of institutions in which a rule is implemented, the higher the rule can be placed on a priority list • However, it’s necessary to keep three things in mind • The two possible origins of a high percentage: merely easiest to realize or really more significant/ essential • The degree of difficulty and the costs relative to a measure • The context in which you evolve is important and can have a serious impact

6. Collection Security Survey:How it was used in KB Brussels Making the most of 2013 survey results: method overview Guidelines before acting based on audit results Particular context relating to the institution Complexity of the building 1,3 ha ground area 7,7 ha cumulative floor surface area 4,0 ha collection storage areas 9 entrance points (7 major and 2 secondary + different statuses resulting from the terror attacks 03/16) + roofs Ongoing reduction of means Staff level: ± 260 FTE Operational budget: 6,0M Both being further reduced by 2019 ! External support & Opportunities Federal building agency Central administration (What about the future for the Belgian science federal policy ? Still not clear) Extra budgets (national lottery,…) Different collaborations (universities, working groups,…) « Risk oriented management tools » at disposal limited, in development or to be improved Technical devices: cameras, access control, intrusion detection, locating means,… Technical information at disposal: accurate plans, listings & technical notices Knowledge/expertise

7. CollectionSecurity Survey:How it was used in KB Brussels Improvements in terms of risk management relative to theft & vandalism: quick overview Access & use • 1 no  in part (45) Governance & policy • 1 no  in part (12) • 2 no  yes (13 & 14) • 1 in part  yes (19) • 1 yes  in part (16) Collection management • 1 no  yes (28) • 2 yes  in part (32 & 35) Staff & processing areas • 4 no  in part (73, 74, 75, 81) Physical security • 1 no  in part (59) • 1 yes  in part (65) Exhibition & transports • 1 in part  yes (83) • 1 no  in part (97) • 1 yes  in part (85&99) • Real advancements  among others: • legal compliancy and enforceability character of some rules/ procedures through rooting them to the internal emergency plan (12) • Weighing of prints maps and plans before and after use (45) Some are a bit overrated, but hold merit and can provide valuable first steps in the right direction • Questioning of certain 2013 answers  among others: • Can we really consider that there is an effective security barrier between the public parts and staff offices/storage areas? (65)

8. Collection Security Survey:How it was used in KB Brussels Transition from theory to practice: the failures, successes, difficulties and surprises Aim pursued by developing this point Sharing experience • Give a taste of the energy it requires but also highlight the benefits it can produce • Show the importance of • “Crossing paths”/ indirect approach and “shadow /background” work, even if it could seem less rewarding • a systemic approach, even if this slows down the process • daring to leave a comfort zone to generate new impetus • refusing to gag the consciences even if it can be hurtful, painful. When someone has the privilege to get a function associated to a status of independence and impartiality the minimum is to use it ! Confrontation of ideas and prompting of reflexion Nourishing and maintaining the network Nurturing and encouragement of initiatives

9. Collection Security Survey:How it was used in KB Brussels Transition from theory to practice: the failures, successes, difficulties and surprises From an almost confidential use to an open use Context of risk management in which the idea emerged: 04/06 Launch collaboration with an external prevention & protection department (PPD) Summer 06 Early stages effective internal emergency plan (IEP) 09/04 Entry in office to develop WBP 12/11 Numbering of premises finalized 05/10 Results 2nd audit on fire safety 07/08 fire detection in the book tower 09/10 electronic version of the building plans available 06/06 Effective Internal PPD 02/06 Results 1st audit on fire safety 05/12 Launch Cel PR under my direction Inappropriate structure of Cel PR 03/14 Entry in office of the Director of heritage collections 09/12 1st completed version IEP 10/14 Results 3rd audit on fire safety 12/13 Results survey 06/15 Article news letter CERL 05/14 Launch collaboration Cel PR / Heritage collections direction 11/12 Round table The Hague 4th conference Liber Collection security 05/15 Round table Rome 1st conference CERL Security network 01&02/14 Presentation of the results & agreement of the DG in using them as an audit 07/15 1st meeting specific working group focused on “theft” Preparatory work, work on prerequisites

10. Transition from theory to practice: the failures, successes, difficulties and surprises Collection Security Survey:How it was used in KB Brussels Positioning of actors & rooting of the procedures And then the event that acted as a spanner in the works, dampening the activities of the Cel PR 09/17 A new start on solid foundation 09/15 The SIPP denounces the risks generated by an inadequate procedure for a large-scale removal of collections 12/15 last meeting specific working group focused on “theft” Cel PR 1st work on the perpetuity of achievements & preparation of the requirements for certain implementations Exit 02/16 Controller insists on tackling the the unacceptable level of risk 11/15 Controller confirms unacceptable level of risk in the book tower A time to apply all the fine quotations relating to the failure and to see several positive points • The credibility of the IPPD has been indirectly strengthened giving a path to the credo relating to • the necessity of rooting all the risks /crisis management to the internal emergency plan • the obvious link between people’s safety and collections security & preservation’s basic points • The key players of the cell were still determined to collaborate with two aims: • Go further with the different projects even if necessary on a temporarily “shadow modus” • Provoke the emergence of a new structure better adapted to the different needs • Convergence points between policy on well-being at work and « theft and vandalism » prevention Among others and often forgotten: Damages to collection’s items or any dismantling of collections put the core business at risk, causing psychosocial trouble among the personnel. As a result, staff can feel that this is a direct attack on the reason and values for which they work Security Health Ergonomics Psychosocial Through four of the seven well-being policy topics

11. Collection Security Survey:How it was used in KB Brussels Transition from theory to practice: the failures, successes, difficulties and surprises Advantages of the link with well-being policy: compulsory & persuasive character Respect of the internal emergency plan is legally compulsory This document is so important that at the royal Library of Belgium we systematically hand it over to each employee within one week of entering service • Received during an awareness session on the importance of the different measures and procedures (± 30min) • Against signed acknowledgement of receipt Interesting factsheets for the prevention against theft and vandalism. They respectively concern the staff in the storage areas, the staff of the reading rooms and the guards New version: launch planned in September 2017 with among others risk management: fire, flood, infestation, theft & vandalism

12. Transition from theory to practice: the failures, successes, difficulties and surprises Collection Security Survey:How it was used in KB Brussels Advantages of the link with well-being policy: Indirectexternal supports & Counter-powers Framework for guaranteeing the application of the legislation relating to the well-being at workplace • In house • The general director is the first guarantor • The prevention advisor • assists him/her • issues opinions and advice in an independent and impartial way • except in rare cases, he/she must to act in cooperation with the general director  no power of injunction • In case of disagreement  call to controllers • External • Severals supervisory bodies • Perform independent and impartial controls • On random basis • In the context of specific procedures • Following incidents or denunciations • Have the power to issue injunctions • Among them, controllers of • Directorate general for monitoring of well-being at workplace (federal public service for Employment, Labour and social Consultation) • The Brussels Capital Region Fire and Emergency Service • Cell of control and security of the city of Brussels • Brussels Institute for Environmental Management (BIM in its Dutch acronym) (environment permit) • Before considering them as a “Police”, it is very interesting and important to consider them as allies and serious experts always ready to give advice • One can only advocate the proactivity towards them

13. Transition from theory to practice: the failures, successes, difficulties and surprises Collection Security Survey:How it was used in KB Brussels Advantages of the link with well-being policy: coherence and mutual enrichment for the management of different risks • Similar objectives • Maximum protection through optimal prevention • Ability to deal with unforeseen events: from the mini crisis to the disaster All arguments to advocate centralization and thus guarantee the right approach for all type of risks • Similar needs • Reliable documentation (complete, up-to-date) • Basic facilities and devices • Fire Detection, Extinguishing means • Information signs, locating means ......... • Adherence and participation of staff including hierarchical line • Similar approach • Dynamic risk management through knowledge of both the environment and the human factor • Interaction / link between the different risks • Example: the order  necessary to guarantee • evacuation • intervention of rescue • cleaning • spotting of anomalies in the collection

14. Collection Security Survey:How it was used in KB Brussels Transition from theory to practice: the failures, successes, difficulties and surprises Advantages of the link with well-being policy: coherence and mutual enrichment for the management of different risks • An example among others • Make staff aware of the relevancy of systematically closing the doors allows to address 3 types of risks • Fire via compartmentation • Theft via limited/controlled access • Infestation via climate control

15. Collection Security Survey:How it was used in KB Brussels The near future Finalization of the calamities “reminder” that will support the internal emergency plan This document is inspired by the "Calamiteitenwijzer" of the KB (Nederland)

16. Collection Security Survey:How it was used in KB Brussels The near future Extending the targeted objectives of some existing tools • Other topics to be developed: • Be prepared to respond in case of • Water damage • Infestation • Threats • Including prevention aspects

17. Collection Security Survey:How it was used in KB Brussels Questions answers Thank you for your attention